INSTRUCTIONS FOR TRAVEL FORMS

TRAVEL REQUEST

For state and local-funded travel, the Travel Request must include the following information:

1. The university component responsible for travel expenses (check UH or SYS)

2. Whether the traveler is faculty or staff, if applicable (check the appropriate line)

3. Name, mail code, and phone number of the person preparing the Travel Request

4. Last name, first name, and social security number of traveler

5. Department, title, and campus phone of the traveler, if a UH employee

6. Travel destination (if Houston is the destination, also indicate the city of departure)

7. Travel dates (departure and return)

8. Trip purpose

9. University benefit (benefit for state-funded travel must involve teaching, research, and/or community service)

10. Paper title, if presenting

11. Travel category (check the box that applies)

12. Estimated amount of travel expenses to be paid or reimbursed by UH, along with the university account(s) and subcode(s) to be charged. Departments will indicate those travel expenses to be encumbered by checking the appropriate box.
  1. If the traveler expects to be reimbursed for travel expenses from someone other than the university (e.g., conference host), this must be indicated on the Travel Request. Supporting documentation (i.e., letter from host) should be attached to the Travel Request, if available.

14. If the traveler expects to combine personal travel with university travel, the dates of personal travel should be noted on the Travel Request.

15. The signature and date of the following individuals is required on the Travel Request:

a. Traveler, unless the traveler is not a UH employee
    1. Traveler’s supervisor or unit head paying for the travel expenses
    2. Office of Grants and Contracts, if applicable
    3. Certifying signatory for the account(s) on the Travel Request

      4. e. Responsible vice president, if traveler is university guest

      16. For travel by employees or prospective employees to or from foreign countries other than Canada or Mexico, the signature and date of the following individuals is required on the Travel Request:

      a. Traveler, unless the traveler is not a UH employee

      b. Traveler’s supervisor or head of unit paying for the travel expenses

      c. Office of Grants and Contracts, if applicable

    4. Certifying signatory for the account(s) on the Travel Request
    5. Responsible Vice President
    6. President (for foreign travel on local funds)

Governor’s Approval of State-Funded Foreign Travel

For state-funded travel by UH employees and prospective employees to or from foreign countries other than Canada or Mexico, the following additional procedures must be followed:

1. Complete the Request for Governor’s Approval for State Employees Traveling to Foreign Countries, which includes the following information:

a. Agency/Institution name

b. Agency code (730 for UH)

c. Individual traveling

d. Position title (be specific)

e. Departure date

f. Return date

g. Name and phone number of contact person who can answer questions regarding the trip

h. Places to be visited, including country and city

i. Estimated cost of trip to be paid or reimbursed by state-appropriated funds, broken down by cost category

j. Signature of traveler

2. Attach the completed Travel Request, which will provide the explanation and justification of the trip required for the Governor’s approval. The stated benefit must include teaching, research, and/or community service.

3. Submit the Request for Governor’s Approval and Travel Request to the President’s Office as early as possible, preferably 30 days before the departure date
  1. If the trip is approved by the President, the President will sign the Request for Governor’s Approval (it is not necessary for the President to sign the Travel Request, unless the President is the traveler’s immediate supervisor)

5. The President’s Office will fax the Request for Governor’s Approval and Travel Request to the Governor’s Office of Budget and Planning and request verification of approval by return fax.

6. When traveling to a country for which the U.S. Department of State has issued a travel advisory, a signed statement from the traveler that acknowledges the travel advisory and potential risks must be included with the Request for Governor’s Approval and Travel Request that are faxed to the Governor’s Office of Budget and Planning. A listing of travel advisories may be found at: http://travel.state.gov/travel_warnings.html. The traveler is responsible for verifying whether he or she is traveling to a country for which the U.S. Department of State has issued a travel advisory.

7. Submit a revised Request for Governor’s Approval and Travel Request to the President’s Office if the departure or return date changes by more than 168 hours (seven days) or if estimated expenses increase by more than 10 percent.

8. When the Governor’s Office of Budget and Planning faxes the approved Request for Governor’s Approval to the President’s Office, the President’s Office will fax the approved form to the originating department and send the fax and original documents to the department by interoffice mail. The President’s Office will also send a copy of the approved documents to Safety and Risk Management for travel insurance purposes.

9. The traveler is not authorized to begin state-funded travel to a foreign country prior to receiving the Governor’s written approval, as indicated by the fax from the President’s Office.

NOTIFICATION OF STATE-FUNDED Travel to Washington, D.C. AREA

In addition to obtaining advance approval on the Travel Request, the following procedures must be followed for travel to Washington, D.C. or the surrounding area on state-appropriated funds:

1. The Office of State-Federal Relations must be notified of (not approve) travel to Washington, D.C. no later than seven calendar days before travel begins. The responsible unit must complete the Report of State Agency Travel to Washington, D.C. at the following Internet address: http://www.osfr.state.tx.us.

2. When the information has been submitted online, a confirmation page will be created, which must be printed and attached to the Travel Request before it is routed for approval.

3. If notification is not given within seven days of departure, a letter of explanation must be faxed to the Office of State-Federal Relations at (512) 463-1984. This letter must also be attached to the Travel Request before it is routed for approval.

Travel Voucher (Excel Spreadsheet or Pre-Printed Form)

The following information, if applicable, must be completed on the front of the Travel Voucher for state and local-funded travel:

1. Agency number (i.e., 730 for UH; 783 for UH System)
  1. Agency name (i.e., University of Houston or UH System)
  2. Date Travel Voucher is prepared (Excel spreadsheet only, box 5; format is "MMDDYY")
  3. First date of travel (box 6 on Excel spreadsheet; format is "MMDDYY")
  4. Traveler (payee) name and address
  5. Traveler job title (be specific)

7. Designated headquarters for traveler (i.e., Houston for most travelers)

8. Payee identification number (social security number, if not assigned in FINAPS)

9. Travel Request number (Box 17 on Excel spreadsheet. Box 17 also contains the destination.)

10. Account(s) and subcode(s), if voucher is not entered in FINAPS. (The only reason a Travel Voucher would not be entered in FINAPS would be if the payee were not assigned an ID number in FINAPS yet.) Otherwise, the accounts and subcodes will appear on the Travel Voucher Continuation form, which is printed using FINAPS. (On Excel spreadsheet, enter account and subcode on third line of suffix, directly under "Agency use," in the following format: "123456-7501".)

11. Trip dates (departure and return). (On Excel spreadsheet, last day of travel only; format is "MMDDYY".)

12. Destination (city and state or city and country) (Box 17 on Excel spreadsheet. Box 17 also contains the Travel Request number.)

13. An itemization of expenses for in-state or out-of-state travel, whether paid by the traveler or directly billed to the university.

14. The following items must be subtracted from total travel expenses:

a. Expenses billed centrally to the university.

b. Travel advances.

c. Expenses paid on a local Travel Voucher.

d. Other expenses that will not be reimbursed due to departmental discretion.

15. The original signature and date of the following people:

a. Traveler (including prospective employees)

b. Supervisor (if a prospective employee, department head)

c. Research Financial Services, if a sponsored project account (box 21 on Excel spreadsheet)

d. Certifying signatory (box 22 on Excel spreadsheet)

16. The following information, if applicable, must be completed on the back of the Travel Voucher:
    1. The date and time of departure and return from travel, if claiming meal or lodging expenses. If flying, the departure time is when a traveler is required to be at the airport to board an airplane. The return time is when the flight actually returns to designated headquarters (i.e., Houston for UH employees).
    2. The amount of meal and/or lodging expenses claimed each day of travel. Each day’s expenses must be entered on a separate row in the per diem column in the in-state or out-of-state section. The sum of meal and lodging expenses for each day must be entered in the total column and that column must be totaled as well.
    3. The destination, travel purpose, and benefit to the university must be noted. (On Excel spreadsheet, input in box Y.)
    4. Public transportation (airfare, taxi, bus, train) must be itemized with applicable dates in the left hand column. (Box Y.)
    5. Personal car mileage must be itemized point-to-point with applicable dates in the left hand column (attach a separate page, if necessary). (Box Y.)
    6. The total mileage claimed must be entered in the box on the right hand side of the voucher. (Column to the right of Box Y.)

Travel Voucher Continuation Form in FINAPS
  1. Enter the following in the VCHM screen of FINAPS
    1. At Vendor, type the vendor name or vendor number. <ENTER>

      2. FINAPS will take you to VNDS to select the vendor (traveler).

    2. In VNDS, type "SEL" at NEXT and the number of the vendor at ID. <ENTER>
    3. At Vchr Nbr, type "L" for local voucher or "S" for state voucher. If using a pre-printed Travel Voucher, input the entire voucher number.
    4. At UHPCC, type "1". <ENTER>

FINAPS will take you to VODM to input detail for line one of the Travel Voucher.
  1. Enter the following in the VODM screen of FINAPS
    1. At EC, type "141" for payment on local funds or "151" for payment on state funds.
    2. At Account, type six digit FRS account number, followed by four digit subcode for line one.
    3. At Gross Amount, type payment amount for line one (no dollar signs or commas).
    4. At Desc/VID, type "Reimb Travel [department mail code]" For example, "Reimb Travel AP-0900"
    5. At Invoice Nbr, type "[last name of traveler-destination, first date of travel]" For example, "Glisson-Austin 6-25-00"
    6. At Invoice Dte, type date Travel Voucher Continuation Form is created.
    7. At Inv Recv Dte, type date Travel Voucher Continuation Form is created.
    8. At Order Dte, type first day of travel.
    9. At Delivery Dte, type last day of travel.
    10. At Ref Nbr, type Travel Request number. For example, "T123456"
    11. At P/F Ind, type "F". <ENTER>
    12. To enter a second line on the Travel Voucher Continuation Form, press <ENTER> again.
    13. Repeat steps 1 through 11 to enter additional lines.
  1. To Print a Travel Voucher Continuation Form (VCHM Screen)
    1. At NEXT in VCHM, type "PRT". <ENTER>

2. Type printer queue, if not pre-selected. <ENTER>

ADDENDUM B, Exemption from Contracted Vendors on State Funds
  1. Addendum B is required if all of the following are true
    1. Travel expenses are paid or reimbursed with state funds
    2. Non-contracted travel vendors were used to obtain airfare, lodging, and/or rental car
    3. The non-contracted vendor was not booked through the UH-contracted travel agency
    4. An exception memo to use the non-contracted vendor, signed by the College/Division Administrator, has not been approved by the Travel Coordinator
  1. Complete the following items on Addendum B
    1. Traveler name
    2. Travel voucher number
    3. Reason for not using a contracted travel vendor (check or circle the appropriate reason)
    4. Traveler’s signature and date
    5. Signature of certifying signatory and date

AMOUNTS DEDUCTED ON THE TRAVEL VOUCHER FORM
  1. Completion of this form is optional. It is intended to calculate and document the amount, if any, deducted at the bottom of the Travel Voucher. If this form is not used, sufficient information must be provided on the Travel Voucher to identify what the deduction is composed of.
  2. Complete the following items on the Amounts Deducted on Travel Voucher form
    1. Name of traveler
    2. Type of traveler (type an "X" in the appropriate space)
    3. Travel Request number
    4. Travel Voucher number
    5. Travel expenses billed directly to UH department (enter by expense category in the appropriate column – state or local funds)
    6. Travel expenses paid directly by a non-UH third party (enter by expense category in the appropriate column – state or local funds)
    7. Travel expenses reimbursed to traveler by a non-UH third party (enter by expense category in the appropriate column – state or local funds)
    8. Travel expenses not allowed by federal or state rules or by UH or college/division policy (enter in the appropriate column – state or local funds)
    9. Travel advance (enter in the appropriate column – state or local funds)

C. Formulas in the Total Deducted on Travel Voucher row will determine the amount to deduct

Taxable Payments or Reimbursements to UH Employees
  1. Use this form to document taxable payments or reimbursements to employees, such as non-overnight travel meals paid from state funds.
  2. Complete the following items on the Taxable Payments or Reimbursements to UH Employees form
    1. Employee’s first, middle, and last name.
    2. Employee’s job title.
    3. Employee’s social security number.
    4. Employee’s signature and date of signature.
  1. Attach form to Travel or Purchase Voucher and forward to Tax Compliance at TAX-0900.
  2. Tax Compliance reviews and signs form, if appropriate, and gives a copy to Payroll to add to the employee’s taxable income.
  3. Tax Compliance gives the voucher and original form to Accounts Payable to process the payment or reimbursement.

TRAVEL ADVANCE APPLICATION
  1. The requesting department should complete the following items on the Travel Advance Application
    1. Name of applicant (must by a UH employee)
    2. Social security number of applicant
    3. Campus phone and department
    4. Travel destination
    5. Dates of trip (inclusive)
    6. Purpose of trip
    7. Purchase Voucher number used for travel advance
    8. Travel Request number
    9. Estimated travel expenses (listed by category)
    10. Amount of advance requested
    11. Account number (local) to charge if travel advance is not cleared
    12. Date advance is needed by (may not be earlier than 30 days before trip)
    13. Signature and date of applicant
    14. Signature and date of College/Division Administrator

B. The Travel Advance Application, a properly approved Purchase Voucher covering the amount of the advance, and a copy of the Travel Request should be forwarded to the university Travel Coordinator. Travelers should allow a minimum of 15 working days to process a travel advance.

C. Travel advance checks are distributed through the Treasurer’s Office and may be distributed no more than 30 days in advance of the trip.

D. Accounting for Advances

1. A Travel Voucher must be submitted to the university Travel Coordinator within 15 working days of return from the trip, complete with documentation and a refund of any excess advance. This is required whether the actual expenses are less than, equal to, or greater than the advance.

2. Each trip must be reported and accounted for individually.

3. For state-funded Travel Vouchers:

a. The travel advance is not deducted on the front of the Travel Voucher. The Travel Voucher is submitted requesting total allowable trip expenses, regardless of whether expenses were less than, equal to, or greater than the amount advanced. The traveler will be reimbursed for total expenses by state warrant.
    1. Upon receipt of the warrant, it is the traveler’s responsibility to immediately reimburse the entire amount of the travel advance by submitting a personal check payable to the University of Houston to the university Travel Coordinator.

4. For local-funded Travel Vouchers:

    1. The travel advance is deducted on the front of the Travel Voucher. The Travel Voucher is submitted requesting total allowable trip expenses, less the amount advanced.
    2. If expenses were less than the amount advanced, the traveler must submit a Travel Voucher and return the difference payable to the University of Houston through the university Travel Coordinator.
    3. If expenses equaled the amount advanced, a Travel Voucher is submitted through the university Travel Coordinator for reporting purposes even though no reimbursement will be issued.
    4. If expenses were greater than the amount advanced, the university Travel Coordinator will forward the Travel Voucher to the Accounts Payable Department for issuance of a check to the traveler for the difference.

E. Non-Compliance

1. Monthly aged reports of open travel advances will be distributed by the Travel Coordinator to the college/division administrators.

2. If any advance is not cleared within 120 days after a traveler’s return from returning a trip, the university Travel Coordinator will charge the local account number on the Travel Advance Application as authorized in the traveler’s department. The travel advance will be charged to that account as compensation to the employee and reported as taxable income to the Internal Revenue Service. The traveler will remain responsible for repayment of the advance and will be ineligible for subsequent travel advances until the prior advance is repaid or cleared.

CORPORATE TRAVEL CARD - APPLICATION

A. In order for a person to apply for a corporate travel card, the following must be true:

1. He/she must be a benefits-eligible faculty or staff employee

2. He/she must expect to take at least three trips or spend at least $500 in travel expenses during the fiscal year

B. Qualified employees must take the following steps to complete the application process:

1. Complete a Corporate Travel Card Application, including name, home address, social security number, state agency number (730 for UH), business phone number, and signature. Cardholders may not use the University of Houston as the billing address. Card Applications may be obtained from the Travel Coordinator.

2. Read and sign the Corporate Travel Card Use Agreement (Addendum A).

3. Obtain the employee’s supervisor’s signature on the Card Use Agreement.

4. Obtain the college/division administrator’s signature on the Card Use Agreement.

5. Submit the Application and Agreement to the university Travel Coordinator, who will forward the application to the corporate travel card vendor, currently Bank of America, for processing.

C. If the application is approved by Bank of America, the following steps will be taken:

1. The corporate travel card will be mailed to the employee’s home address within two weeks.

2. The employee will activate his/her card by following the instructions included with the card.

3. If the card is not received within two weeks, the employee should inform the Travel Coordinator, who will inform the corporate travel card vendor and request another card.

4. The Travel Coordinator will forward the Card Use Agreement to Human Resources to be included in the employee’s personnel file.

CORPORATE TRAVEL CARD – ALLOWABLE USE AND PAYMENTS

A. The corporate travel card may be used to purchase the following travel-related services:

1. Airfare

2. Rental car

    1. Hotel room
    2. Meals
    3. Gasoline for rental car (not personal car)
    4. Registration fee for a conference or workshop

7. Books, supplies, or other materials needed while traveling

8. Parking or toll road fees

9. Taxi, bus, or train fares

10. Other travel expenses permitted under MAPP 04.02.01A or 4.02.01B, depending on the type of funds used to reimburse the expense

B. The corporate travel card may not be used for the following:

1. Expenses not related to official university travel

2. Business meals

3. Expenses for individuals other than the cardholder

4. Expenses that are not reimbursable under MAPP 04.02.01A or 04.02.01B

5. Retail charges in excess of the established limit (currently $200 per billing cycle). See the above definition of retail charges.

6. Charges in excess of the established limit of the corporate travel card

7. Cash advances (i.e., ATM withdrawals)

C. Payment of the corporate travel card

The corporate travel card’s balance must be paid in full each month (less disputed charges) by the cardholder. Disputed charges must be documented in writing with Bank of America.

CORPORATE TRAVEL CARD – REIMBURSEMENT FOR EXPENDITURES

Corporate travel card expenditures are reimbursed on a Travel Voucher after the trip’s completion in accordance with the requirements of MAPP 04.02.01A and 04.02.01B.

Late payment penalties and/or interest charges incurred by the cardholder will not be reimbursed by the university.

CORPORATE TRAVEL CARD – CHANGES TO CARDHOLDER INFORMATION/CREDIT

A. All requests for changes to the corporate travel card must be routed through the Travel Coordinator. Types of changes include the following:

1. Name change

2. Address change (cannot be changed to a University of Houston address)

3. Credit limit change. Requires the approval of the cardholder’s supervisor and the college/division administrator.

CORPORATE TRAVEL CARD - CANCELLATION

A. The corporate travel card may be cancelled for one of the following reasons:

1. An employee changes positions within the university and does not need the corporate travel card in his/her new position

2. An employee terminates employment with the university

3. An employee’s corporate travel card account is more than 60 days delinquent

4. An employee is suspected of misusing his/her corporate travel card

5. A corporate travel card is lost, stolen, or used by someone other than the cardholder

6. An employee no longer needs the card in his/her current position

7. The card has not been used in more than 12 months

B. The procedure for canceling a corporate travel card is as follows:

1. If the card is believed to be lost or stolen, the cardholder must immediately call Bank of America to cancel the card. The Travel Coordinator must also be notified as soon as possible. The Travel Coordinator will verify that the card has been cancelled and will request a replacement card, if needed.

2. If an employee determines that he/she no longer needs the card or terminates employment with the university, the employee must call the corporate travel card vendor to cancel the card and return the cancelled card to the Travel Coordinator, who will verify that the card has been cancelled.

3. Cardholders who are more than 60 days delinquent in paying their corporate travel card or who are believed to have misused their card (i.e., used it to purposely charge non-travel or personal expenses) will be subject to the following actions:
    1. The employee’s corporate travel card may be cancelled by the Travel Coordinator and/or Bank of America.
    2. Deliberate misuse of the card may result in additional disciplinary action, up to an including termination of employment, if the employee’s supervisor determines it is warranted.
    3. The employee may appeal the decision to cancel a corporate travel card to Bank of America and the appropriate UH Vice President. Both Bank of America and the UH Vice President must agree to reissue the card.